Increase or Decrease Amount of Petty Cash Fund

Learn how to use petty cash requests in ServiceNow to increase or decrease the amount of a petty cash fund at Columbia University.

Required Documentation

  • A petty cash request in ServiceNow
  • Project Information Notification (PIN) Form
  • Petty Cash Reconciliation Form
  • For increases, a memo must state the business reason.
  • For decreases, a cash module receipt with bank deposit confirmation is required for cash on hand.
  • For decreases, the AP Voucher ("zero voucher") is required for replenishment receipts on hand.
  • Circumstances that require petty cash funds greater than $500 will need to be approved by the Office of the Controller and may necessitate additional documentation. Contact the Service Center to request further information.

To add or reduce the approved dollar amount for an existing petty cash fund, follow the steps below:

Increases

  1. Navigate to the petty cash request form in ServiceNow.
  2. Select Increase or Decrease for the Request Type.
  3. You will be required to fill out basic information, including identifying that you are increasing.
  4. In the attachments of the request include the following:
    • a memo stating the business reason for increase;
    • the Project Information Notification Form (PIN); and
    • the Petty Cash Reconciliation Form signed by the custodian.

Decreases

  1. Navigate to the petty cash request form in ServiceNow.
  2. Select Increase or Decrease for the Request Type.
  3. You will be required to fill out basic information, including identifying that you are decreasing.
  4. In the attachments of the request include the following:
    • a cash module receipt with bank deposit confirmation (required for cash on hand);
    • the AP Voucher (required for replenishment receipts on hand); and
    • the Petty Cash Reconciliation Form signed by the custodian.

After submitting the request, you will be notified via ServiceNow of the decision and any further instructions following approvals and central review. 

Trainings

For step-by-step guidance on how to update a petty cash fund amount, refer to the Submitting Petty Cash Requests via ServiceNow Training Guide.

For guidance on how to process cash and check deposit transactions in FFE, refer to the Using the Cash Module Web-Based Training.

Still have questions?

Visit our Service Center.